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Office Assistant

2 months ago

United Kingdom IPOE Consulting Full time

Office Support Assistant (Graduate)

City based Financial Services firm

Main purpose of the role, will be providing a warm welcome first-class reception to all, who walk through the door and to support the Office & Facilities Manager to ensure smooth operation.

The ideal candidate will be very practical and enjoy a hands-on role. Equally, the ideal candidate will enjoy meeting and greeting visitors to the office, delivering customer service excellence, and a good first impression of our client. You will take full ownership of tasks, projects, and the role at hand.

Main responsibilities will include;

  • Answer all incoming phone calls, transferring calls and taking messages
  • Dealing with queries
  • Maintain the reception email
  • Log all visitors arriving on site using Blue Point
  • Be the first point of call for all visitors and ensure relevant employees are notified
  • Escort visitors to meeting rooms as required – get refreshments.
  • Liaise with building reception and management as required
  • Manage meeting room bookings and ensure no clashes
  • Ensure meeting rooms are set up in time for meetings
  • Arrange external catering as required
  • Ensure the office is clean and well presented
  • Order any stock as required
  • Support with deliveries and post and liaise with the building post room
  • Log all deliveries using DataScope
  • Support the Office Manager with any ad hoc duties as required
  • Support the Office Manager with event planning and coordination
  • Support with booking travel, taxis and courier collections
  • Copying, scanning and printing duties as required
  • Contribute to the updating and maintenance of the Reception Manual
  • Support and assist (FS) with ad-hoc requests made by Senior Stakeholders, ensuring seamless service delivery, including but not limited to: - Administration, catering, and concierge service for VIP guests.
  • Support FS with Catering and VIP meeting room and event Set-Up.
  • Report all incidents, accidents and significant near misses.
  • Act as a support Fire Marshall and First Aider
  • Develop relationships with all staff, SLT and key stakeholders
  • Cover for the Office Manager as required

To be considered for this position, ideal candidates must have the following experience and skills;

  • Previous experience as a Receptionist/Office Administrator/Customer Services would be an advantage but not essential.
  • You must be experienced in using Microsoft Office, Outlook, Excel and PowerPoint
  • Excellent time management and organisational skills
  • Degree qualified